Office Assistant

Primary Duties and Responsibilities

I. Administrative Support

• Supports the Assistant Registrar in the daily operations of the office, handling the clerical tasks
• Assists in the collection of materials and data for budget purposes
• Receives and records office correspondence and communication materials
• Prepares and file copies of outgoing correspondence and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner

II. Records and Registration Support

• Assists in the enrollment and registration
• Prepares the needed data to be used by the Assistant Registrar for various reports to different offices both within and outside the University (e.g., Government Agencies)
• Prepares the needed materials for the tracking system
• Encodes subjects for pre-enlistment
• Prepares the Dropping, Withdrawal, and LOA requests for endorsement of the Assistant Registrar and approval of the Dean
• Compiles the student data needed by the Assistant Registrar in evaluating the Honors List, Semester Ranking, Overall Ranking, and Batch Ranking
• Collates the students' requests to the Dean for academic evaluation of the Assistant Registrar prior to the Dean's approval
• Records management: Organizing and documenting of student records
• Receives and issues document requests (e.g., Transcripts of Records, certifications, etc.)
• Attends to inquiries, transactions and requests from stakeholders and visitors through various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned.

III. Graduation

• Assists in the preparation of materials for the graduation
• Supports the Assistant Registrar in the consolidating materials needed for evaluation of the candidates for graduation

IV. Performs other duties and tasks as may be required by the immediate supervisor and authorized representative

Knowledge, Skills, and Abilities

• Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications, data gathering, etc.
• Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas
• Records Management: Ability to systematically organize, store, update, and protect Office and Staff-related records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention
• Active Listening: Ability to give full attention to what other people are saying, taking time to understand the points being made, and asking questions as needed
• Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment
• Organization Skills: Ability to organize tasks and manage all resources efficiently to achieve objectives
• Technologically Savvy: Demonstrates proficiency in Microsoft Office Applications and other Internet applications
• Time Management Skills: Displays a strong work ethic, adheres to systematic approaches, and manages tasks effectively, even under tight deadlines and pressure
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen on details

• Applicants must possess a Bachelor's Degree
• Have at least two years of relevant professional experience
• Prior experience working in an academic or educational institution is considered an added advantage.